SR 07-11-2017 3F
Ci ty Council
Report
City Council Meeting : July 11, 2017
Agenda Item: 3.F
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To: Mayor and City Council
From: Susan Cline, Director , Public Works, Office of Sustainability & the
Environment
Subject: Approve MOU for AltCar Event Co -Producer
Recommended Action
Staff recommends that the City Council authorize the City Manager to ne gotiate and
execute a Memorandum of Understanding in an amount not to exceed $25,000 for one
year, with four additional one -year renewal options in the amount of $25,000 per year ,
on the same terms and conditions, for a total amount not to exceed $125,000 over a
five -year period , with Platia Productions, a sole proprietorship based in CA, to co -
produce the AltCar event. This recommended award is made as an exception to the
competitive bidding process pursuant to Section 2.24.080(d ).
Executive Summary
AltC ar Expo is a signature event for the City of Santa Monica where alternative fuel
vehicles have been debuted and thought leaders from around the country have shared
their vision for a future with emission -free vehicles for the past eleven years. AltCar is
c o -produced by the City of Santa Monica and Platia Productions, a private company.
The event attracts approximately 1,500 local and regional participants of all ages to test
drive and learn about the most current alternative fuel transportation technologies
ranging from all electric bicycles to hydrogen -powered vehicles. The Memorandum of
Understanding between the City of Santa Monica and Platia Productions would define
the roles, responsibilities, and contributions of each party. The City would provide
$25,000 per year in monetary support and also in -kind support though staff time,
outreach and marketing, bike valet services, and waived fees for use of the Civic
Auditorium parking lot. Platia Productions serves as the main organizer, planner and
implementer of the event. The total contribution from the City over the next five -year s
would not exceed $125,000.
Background
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The AltCar Expo, conference, and ride and drive was first held in Santa Monica in 2005
in collaboration with the Office of Sustainability and the Environment with the goal to
provide an accessible and comprehensive setting where both the industry and general
public could discover existing alternatives to traditional forms of transportation that rely
on unleaded gasoline and diesel.
Over the y ears, AltCar has gained national recognition and hosted the national debut of
the Chevy Volt, the National Reveal of the Ford 150 CNG, the Global Debut of the
Honda Plug -In, the kick -off of the Ni s san LEAF and Toyota RAV EV Tours as well as
many other flee t and public vehicle and infrastructure debuts. Speaker sessions have
featured the top decision makers in Federal and State agencies as well as the directors
of alternative technologies for all of the OEMs. AltCar also provides a platform for
smaller alter native manufacturers and cutting -edge emerging products and
technologies. AltCar also includes exhibitors and education on urban planning, mass
transit, energy generation and use, policy and regulations, sustainable lifestyle choices,
electric vehicle infr astructure, alternative fuel technology implementation and more. The
2016 AltCar Expo offered the most extensive array of battery electric, fuel -cell electric,
plug -in hybrid, hybrid electric, natural gas, and propane vehicles available for
consumers to vi ew or test drive
Discussion
The City of Santa Monica has co -produced the AltCar Expo with Platia Productions for
the last 11 years . Platia Productions was selected through the sole source process
because Platia is the sole creator and owner of the AltCar E xpo . This recommended
award is made as an exception to the competitive bidding process pursuant to Section
2.24.080(d). The Memorandum of Understanding between the City of Santa Monica and
Platia Productions would define the roles, responsibilities, and co ntributions of each
party. Platia Productions has been approached by other southern California cities to
relocate the event, but due to the ongoing support and shared sustainability goals both
the City and Platia Productions are committed to the AltCar Ex po remaining in the City
of Santa Monica. The AltCar Expo is also produced by Platia Productions in
Sacramento and Oakland.
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In past years t he City has provided up to $25,000 in annual financial commitment s to
co -produce the AltCar Expo. The remaining cost to produce the event comes from the
event sponsorships and tabling fees collected by Platia Productions. The City provides
$15,000 in direct financial support to Platia Productions through the Office of
Sustainability and the Environment. The City also su pports the event through a $10,000
Air Quality Management District (AQMD) educational outreach grant awarded to the
Street and Fleet Services Division and passed on to Platia . In addition, the City provides
in -kind support though staff time, outreach and m arketing, bike valet services, and
waived fees in the amount of $39,000 per year for use of the Civic Auditorium parking
lot. To date Platia Productions has received approximately $204 ,000 from the City for
the AltCar Expo .
Financial Impacts and Budget A ctions
The contract to be awarded to Platia Productions is for an amount not to exceed
$125,000. Funds of $25,000 are available in the FY 2017 -18 budget in the Public Works
Department and the FY 201 7 -18 Capital Improvement Program budget . The contract
will be charged to the following account s:
Account Number Amount
014261.555060 $15,000
C440401.589000 $10,000
Total $25,000
Future year funding is contingent on Council budget approval.
Prepared By: James Velez -Conway, Senior Sustainability Analyst
Approv ed
Forwarded to Council
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Attachments:
A. Oaks 2017 Platia